Administrative Assistant, Office of the Dean

6 days ago

New York, New York, United States Touro University New York Full time $40,000 - $50,000
Overview

The Administrative Assistant performs a wide range of administrative support functions for the Office of the Dean and the Academic Deans at the Touro College of Pharmacy (TCOP). This position reports to the Dean, with a dotted line to the Dean of Curriculum, and the Assistant Director for Administration.

Responsibilities

Responsibilities include but not limited to:

  • Provide front office support to students, faculty, staff and external visitors while maintaining professionalism.
  • Maintain organized and efficient filing/record keeping systems, both physically and electronically, as necessary.
  • Draft correspondence to a wide range of individuals and organizations for the Dean signature.
  • Perform a full range of secretarial tasks for the Dean:
  • Type, proof and edit correspondence, reports, presentations and other materials as requested;
  • Answer and screen incoming phone calls and greet visitors; respond to general inquiries, relay messages, and refer matters to appropriate personnel/offices.
  • Photocopy, collate and distribute a variety of written materials.
  • Help prepare PowerPoint presentations for lectures, and Excel documents for reports.
  • Open and review incoming mail and distribute accordingly to the dean and appropriate parties, flagging important documents and deadlines. Handle outgoing mail in a timely manner.
  • Copy and distribute select documents (i.e. flyer announcements, student handouts, etc.) as necessary.
  • Types and posts flyer announcements; stocks various handouts for student and staff usage
  • Schedule appointments, coordinate travel arrangements, and reconcile travel expenses for the Dean.
  • Facilitate meetings and group visits.
  • Coordinate a variety of special events sponsored by the Deans office including, preparing purchase orders, managing budgets, ordering supplies, preparing invitation lists, coordinating printing, and serving as a liaison with food service, caterers, outside facilities, and various involved departments.
  • Keep abreast of current TCOP policies and procedures to support a wide range of inquiries.
  • Informally represent the Dean to various internal constituencies, referring unusual problems or issues directly to the Dean as appropriate.
  • Perform other duties as required.
Qualifications
Education/Experience
  • Bachelor's degree preferred.
  • One or more years of administrative experience preferred.
Knowledge/Skills/Abilities
  • Proficient with Microsoft Office Suite including Word, Excel, PowerPoint, Access, Publisher, Visio, and Outlook.
  • Ability to maintain a high level of confidentiality.
  • Strong interpersonal skills and ability to communicate effectively.
  • Excellent written and oral communication skills.
  • Ability to prioritize tasks and multi-task.
  • Strong analytical and organizational skills.
Working Conditions
  • Extensive use of computers
  • Extensive time sitting and standing
  • Able to lift up to 5 lbs.
Maximum SalaryUSD $50,000.00/Yr.
Minimum SalaryUSD $40,000.00/Yr.

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